Do what you love. Love what you do.

At Workday, we help the world’s largest organizations adapt to what’s next by bringing finance, HR, and planning into a single enterprise cloud. We work hard, and we’re serious about what we do. But we like to have fun, too. We put people first, celebrate diversity, drive innovation, and do good in the communities where we live and work.

About the Team

The Real Estate & Workplace team creates and continuously improves Workday’s productive and safe environments while supporting our core values and distinction as a great place to work. With this critical contribution to the company in mind, we partner with other Workday departments such as People & Purpose, IT and Finance to ensure that we are successful in delivering on this ultimate goal! We take care of all things “space” – programming new locations, delivering and managing them – everything from keeping our offices looking great to functioning well, safely and securely to ordering the snacks that our employees love!

About the Role

Workday is looking for a versatile Workplace Coordinator to join our growing Workplace team. This full time position will be based in our Auckland location. The position will report to our Workplace Operations Manager based in our Auckland, New Zealand office.

We are looking for someone who is experienced, flexible, reliable, outgoing, professional, has a positive work attitude and ability to work independently. The ideal candidate will have at least 3 years of experience in an administrative/office role in a fast paced, rapid growth company, with a wide range of skills with a strong service attitude. The successful candidate will be a self-starter and work with various stakeholders from across the company, particularly in the Auckland location.

It is important that everyone encounters friendly and professional service and that our offices run efficiently. Our objective is to keep the Workday culture consistent and equip employees with the resources needed to excel at their jobs. As a Workplace Coordinator, you will be the owner of a few key aspects of Workday life.

Responsibilities of the position will include:

• Reception and Security
  Greeting visitors and maintaining visitor sign-in processes including issuing temporary badges to employees, vendors, contractors, etc. Assist employees with special requests acting as an employee relations liaison to provide helpful and accurate information to employees and visitors alike.

• Meeting Coordination
  As the main point of contact for all internal and external meetings in the office, you will ensure the offices are well maintained and presentable at all times and any meeting room scheduling conflicts are resolved. You will prepare welcome signs for visitors, maintain marquees, coordinate event catering, and provide administrative support to local senior management as well as executive management who visit the office.

• Administrative and Supply Ordering
  Responsibilities include maintaining the common areas, ordering and stocking all kitchen and copy room supplies and ordering signage for the office including employee name plates for workstations, if/when applicable.

• Implementation of Workplace Programs
  In support of Workday’s growth, the Workplace team implements new programs from time-to-time which may include safety and security procedures and enhanced amenities. With guidance from Workplace management you play a key role in implementing new programs in the offices.

• Mail Systems
  Includes handling all incoming/outgoing mail including sorting and delivery to employees or forwarding to corporate, as appropriate, as well as preparing FedEx shipments as needed.

• Vendor Relations
  Knowledge of vendor relationship management is essential for the oversight of office-standard vendors such as coffee/snacks, office supplies, confidential shredding, first aid and plant maintenance. You will act as the liaison with property management on all building/site issues.

• Occupancy Use
  Includes monitoring space utilization and assigning workstations to new hires. This person is also responsible for alerting the Workplace Planner if departments are running out of workstations.

• Workplace Operations
  Additional requirements include: handling internal service tickets and requests for maintenance and other general office repairs which may involve oversight of furniture moves, installation of keyboard trays, whiteboards, hanging of pictures, etc., and acting as the Coordinator for the Emergency Action Plan and Life Safety in the local office.

• IT Knowledge

Acts as liaison to IT to ensure office technology support needs are met. Assistance may be required to perform on-site IT tasks working with a remote agent. Basic understanding of computer set-ups, hardware terminology, and simple network diagnosis is necessary.

• Employee Programs

Takes a lead role on the Employee Programs team, planning and coordinating office social events. Responsibilities may include booking venues and catering, scheduling transportation, setting up party décor and coordinating group activities both on- and off-site.

• Budget Tracking and Expensing

Create purchase orders, submit invoices, and track current spend for a variety of vendor services. Using your Workday credit card, purchase items and submit expense reports related to the respective department. Provide end-of-month spend accruals to our Finance Business Partner.

About You

Basic Qualifications

• 3 years experience in an office/admin based role
  

Other Qualifications

• Under graduate degree in related field desired.

• Competent in MS Office – Outlook, MS Word, MS Excel and MS PowerPoint

• Attention to detail and accuracy

• Ability to manage time, work independently and see projects through completion

• Ability to take on new tasks and technology quickly

• Good communication skills and professional presence

• Willingness and ability to adapt to the rapid business and organizational changes that accompany a high-growth environment.

Are you being referred to one of our roles? If so, ask your connection at Workday about our Employee Referral process!